Resolving Clients Setup Delays and HRIS Complications



Introduction:

A large client in the healthcare industry encountered significant challenges with their payroll vendor’s lack of support for ACA (Affordable Care Act) compliance and benefits administration. The vendor refused to assist with ACA tracking, charged exorbitant fees for open enrollment plan setup, and was unresponsive to client needs. Benefit Group intervened to bridge the communication gap, streamline processes, and ensure compliance.

Company Overview:

The client is a mid-sized organization with complex benefit offerings. They relied on their payroll vendor for essential HR functions, but the vendor’s lack of cooperation and expertise created obstacles to effective benefits administration and compliance.

Challenges and Objectives:

• ACA Compliance: The payroll vendor refused to assist with ACA tracking, putting the client at risk of non-compliance and potential penalties.
• Open Enrollment: The vendor demanded excessive fees to build benefit plans for open enrollment, creating a financial burden for the client.
• Vendor Unresponsiveness: The vendor’s lack of communication and support hindered the client’s ability to manage their benefits effectively.
• Manual Processes: The client relied on paper enrollments, leading to inefficiencies and potential errors.
• File Feed Issues: The client faced difficulties with file feeds to HSA (Health Savings Account) and FSA (Flexible Spending Account) vendors, impacting employee contributions and reimbursements.
• FMLA Administration: The client struggled with in-house FMLA (Family and Medical Leave Act) administration, increasing their risk of non-compliance and potential legal liabilities.
• Multiple Medical Carriers: Managing three separate medical carriers with different contribution strategies created administrative burdens for the HR team.
• The client’s objectives were to ensure ACA compliance, streamline benefits administration, improve vendor communication, and enhance employee satisfaction.

Solution:

Benefit Group implemented a multi-faceted solution to address the client’s challenges:

• Engaged a compliance attorney to establish ACA tracking and ensure ongoing compliance.

Compliance Attorney:

• Acted as a liaison between the client and payroll vendor, facilitating communication and resolving issues.

Liaison Role:

• Transitioned the client from paper enrollments to an online system, improving efficiency and accuracy.

Online Enrollment System:

• File Feed Resolution: Resolved file feed issues with HSA and FSA vendors, ensuring accurate employee contributions and reimbursements.

File Feed Resolution:

• Assumed responsibility for FMLA administration, reducing the client’s administrative burden and legal risk.

FMLA Administration:

• Consolidated and streamlined the administration of three separate medical carriers, simplifying processes for the HR team and employees.

Medical Carrier Consolidation:

• Consolidated and streamlined the administration of three separate medical carriers, simplifying the processes for the HR team and employees.

Results and Impact:

Benefit Group’s intervention yielded significant improvements for the client:

• Established ACA tracking and ensured ongoing compliance, mitigating the risk of penalties.
• Avoided excessive fees associated with open enrollment plan setup.
• Facilitated effective communication between the client and payroll vendor.
• Transitioned to an online enrollment system, reducing errors and improving efficiency.
• Resolved file feed issues, ensuring accurate employee contributions and reimbursements.
• Assumed FMLA administration, minimizing the client’s legal risk.
• Consolidated medical carrier administration, improving the employee experience and reducing administrative burdens.

Conclusion:

This case study demonstrates Benefit Group’s ability to overcome vendor challenges, streamline benefits administration, and ensure compliance. By acting as a liaison, implementing technology solutions, and providing expert guidance, we empowered the client to efficiently manage their benefits and improve employee satisfaction.

Key Takeaways:

• Effective communication and collaboration are essential for overcoming vendor challenges.
• Technology solutions can streamline benefits administration and improve efficiency.
• Expert guidance is crucial for navigating complex compliance requirements and ensuring a positive employee experience.